Form Templates
Form Templates are reusable sets of fields that you can drop onto a task as its completion conditions. Instead of rebuilding the same checklist every time, you define it once and reuse it.
A template can be kept just for yourself, shared with a department, or made available to your whole organization.
Where to Find Them
Go to Tasks → Form Templates.
The page lists every template you're allowed to see, and a + New Template button sits at the top right.
If nothing has been created yet, you'll see: "No templates yet. Click + New Template to create one."
Who Can Create Templates
Creating a template is self-serve — everyone can build at least a Personal form. Who you can share it with depends on your role.
| Visibility | Who can see and use the template | Who can create it |
|---|---|---|
| Personal | Only you | Everyone |
| Department | Everyone in the department you choose | Department managers, admins, and executives |
| Organization | Everyone in your organization | Department managers, admins, and executives |
If you don't manage a department and you're not an admin or executive, the visibility selector is hidden and your template is simply saved as Personal — "only you can see and use this form."
Who can edit or remove a template
| Your role | What you can manage |
|---|---|
| Admin / Executive | Any template |
| Department manager | Only templates you created |
| Member | Only templates you created |
Everyone can still open View on any template shown to them, because the list only ever shows templates that are already in your scope.
The Template List
Templates appear as cards in a grid. Each card shows:
| On the card | What it tells you |
|---|---|
| Name | The template's name |
| Visibility badge | Personal, Department · {department name}, or Organization |
| Description | The optional short description |
| Field count | How many fields the form contains |
| Created by | Who built the template |
Each card has up to three actions:
| Action | What it does | Who sees it |
|---|---|---|
| View | Opens a read-only preview of the form | Everyone |
| Edit | Reopens the form builder | Admins, executives, and the template's creator |
| Delete | Archives the template (see below) | Admins, executives, and the template's creator |
What a Template Contains
A template is an ordered list of fields. Some collect an answer; others are there purely to organize the form.
Fields that collect an answer
| Field type | What the person filling it in sees |
|---|---|
| Text | A single-line text box |
| Textarea | A multi-line text box |
| Number | A numeric input |
| Date | A date picker |
| Dropdown | A list to pick one option from |
| Multi-Checkbox | A set of checkboxes — several can be ticked |
| Radio | A set of options where only one can be chosen |
| File | A file upload |
| Image | An image upload |
Display-only fields
| Field type | What it's for |
|---|---|
| Heading | A section title (choose H1, H2, or H3) |
| Info Text | An explanatory note shown to the person filling in the form |
| Divider | A horizontal line to separate sections |
Display-only fields never need an answer, so they never hold up a task's completion.
Creating a Template
- Go to Tasks → Form Templates and click + New Template.
- Type a Template name (required) and, if you like, an Optional description.
- Choose the Visibility — Personal, Department, or Organization. If you pick Department, also choose the department from the dropdown.
- Click field types in the Field Types panel on the left to add them to the form.
- Select any field on the canvas to change its Properties on the right.
- Use the arrows on a field to move it up or down, or the × to remove it.
- Click Preview to see the form exactly as the person doing the task will.
- Click Save.
Save stays disabled until the template has a name and at least one field. A Department-scoped template also needs a department chosen — otherwise you'll see "Choose a department to save."
Field properties
Select a field on the canvas to configure it on the right:
| Property | Applies to | What it does |
|---|---|---|
| Label | Every field | The question or label shown on the form |
| Required | Every field except display-only ones | Ticked by default. A required field must be answered before the task can be marked done |
| Help text | Every field except display-only ones | An optional hint shown under the field |
| Placeholder | Text, Textarea | Greyed-out example text inside the box |
| Options (comma-separated) | Dropdown, Multi-Checkbox, Radio | The choices to offer, e.g. Option 1, Option 2, Option 3 |
| Min / Max | Number | The lowest and highest accepted value |
| Min length / Max length | Text, Textarea | The shortest and longest accepted answer |
| Accepted types (comma-separated) | File, Image | Which file types are allowed, e.g. pdf,docx,xlsx or jpg,png,gif |
| Heading level | Heading | H1 (largest), H2, or H3 (smallest) |
Add a Heading above each group of related fields and an Info Text where people usually get stuck. A well-organized form gets filled in correctly the first time.
Viewing a Template
Click View on a card to open a read-only preview. The preview shows the template's name, description, and every field laid out as it will appear on a task.
The inputs are switched off here — a note reads "Preview — inputs are disabled. Assigned users will be able to fill them on the task." Press Escape or the close button to go back.
Editing a Template
Click Edit on a card to reopen the builder. You can change the name, the description, and the fields.
Visibility can't be changed after creation. In edit mode the scope is shown as a read-only badge with the note "can't be changed after creation." If you need a different audience, create a new template instead.
Editing a template only affects tasks created from now on. Tasks that already used it keep the copy they were given.
Archiving a Template
Click Delete on a card. You'll be asked to confirm:
Archive template "{name}"? Existing tasks keep their snapshot — only future tasks lose this template option.
Confirming archives the template. It disappears from the list and from the Form Template dropdown when creating new tasks, but every task that already used it keeps its own copy of the fields intact.
Using a Template on a Task
When you create a task, open the Form Template (optional) dropdown and pick a template. Leave it on — No template — if you don't want one.
As soon as you select one, a Template preview appears showing every field the template will add, so you know up front what the assignee will need to provide.
When the task is created, the template's fields are copied onto it as completion conditions, and the person doing the task fills them in before marking it done. See Completion Conditions and Creating Tasks.
The task keeps its own copy of the fields — a snapshot. The create screen spells this out: "Template fields will be snapshotted into this task. Later template edits will not affect it." That means a task's checklist never changes underneath the person working on it.
Templates in Processes
A blueprint step also has a Form Template (optional) setting. Every task that step creates comes with the same fields already attached, so a recurring process asks for exactly the same information each time it runs.
See Blueprints and Step Types.
Tips
- Build templates for repeatable work — onboarding, reviews, request intake.
- Keep them focused — one template per kind of task, rather than one giant form.
- Start Personal, then promote. Build and test a personal form first; once it works, create the Department or Organization version.
- Mark fields required only when they truly must be filled before the task can close — the task can't be marked done until every required field is answered.
- Use Preview before saving. It's the fastest way to spot a missing option list or a confusing label.
- Archive instead of rebuilding. Archiving keeps history intact for tasks that already used the template.
Related Pages
- Completion Conditions — how the fields are answered on a task
- Creating Tasks — where you pick a template
- Task Details — where the person doing the task fills the form in
- Blueprints — reusing templates across a whole process